The end of the year brings industry leaders to their crystal balls making predictions on what trends the New Year has in store. Regardless of the industry, a focus for 2020 is on the growing role digital transformation will play for just about every organization. As more and more processes become outdated, forms of data storage and content are aging along with them. This leaves aging technology and the data it creates in a precarious position making access more difficult and storage a major cost drain.
Digital process automation is, therefore, key to streamlining the data access and storage issue, allowing organizations to transform their data storage and provide easy access that overcomes these outdated modes of storage and access. With this in mind, it is important to understand how RPA and content services will help organizations move forward. Here is how RPA and content services will revolutionize 2020.
Robotic Process Automation
Robotic Process Automation (RPA) helps you address work tasks and activities using the same process as human behavior. Because of the “human” capability of software robots, the intuitive side of human processing can be matched very efficiently to perform tasks such as:
- Electronic form data collection for both internal users and external customers
- Document capture regardless of the format
- Data and document access
- Integrating documents and data across enterprise systems to streamline business processes
- Granular metadata searches for specific documents across the entire document repository
- Strict user rules with configured security settings to balance access with privacy and compliance
- Access to documents from anywhere at any time
What makes RPA technology even more efficient is that it can do these tasks faster which means you can adopt Robotic or Business Process Automation (BPA) to manage larger batches of work, during high volume times and even better keep the machines churning overnight. As a result, you reduce the chance for errors, speed up time-consuming tasks and allow the business to become more productive with 24/7 operations for such tasks.
Enterprise Content Management (ECM) preserves and protects your content/data. Organizations will depend on content services applications to improve the function of content management allowing them to have improved information access with defined sharing and access authorization in hand with collaboration capabilities. Leading-edge content services will go beyond the basics of content management and expand to offer more sophisticated process automation that will integrate smoothly with digital process automation to streamline the entire digital transformation process.
The improved ECM system will do it all, capturing, managing, storing, preserving, and delivering content and documents needed for your organization’s business processes. This process includes physically scanning paper documents either onsite or offsite, then extracting the metadata from the scans and feeding the data and images into the RPA workflow.
By combining ECM and RPA tools for digital process automation your organization will:
- Allow your key knowledge workers to access the information when they need it
- Provide the core functionality of a document management system with a long-term records management solution
- Manage all types of data and information regardless of the format
- Provide the best storage solution for your organization whether it is on-site or from a secure web-based application
Transforming Business Operations
Being bogged down with outdated processes is often caused by siloed data and content repositories. With poor content management, it costs your organization time and money with too many steps to access one simple document. With workflow automation, you will gain improvements to productivity, efficiency, and cost savings. This allows your organization to:
- Streamline, automate and improve your AP process and department with less staff
- Store your sensitive HR records safely while keeping them instantly available when needed
- Send documents securely and electronically regardless of their original format
- Reduce your use of expensive couriers to share documents and data
- Eliminate document searching with an easy to access content system and user interface
- Avoid lost documents
Your organization will see improvements in processing, managing and securing data and documents, saving time and money with the right content services platforms.
Improving Customer Experience
Newly automated business processes allow you to improve the customer experience. Whether it is your own customer service team having quicker access to the information they need or having a secure, user-friendly system that provides customers with access to their own accounts and information, newly automated business processes allow you to identify customer touchpoints and streamline the processes that affect the customer experience.
End-to-end solutions allow you to automate manual and semi-manual tasks making it easier to work across content and data silos. With the proper solution, you will manage both business processes and customer support activities thanks to next-generation technology. Regardless of your data storage, management and access needs, you will be poised to see improvements across the board including:
- Moving data to secondary storage such as the cloud
- Enabling single-instancing
- Deleting useless or harmful information to improve your data management process
With the proper automation software solutions such as Mercury you can also save as much as 60 – 80% in storage costs. Organizations will determine which software solutions work best whether it is as a suite or as separate applications.
Tools for Risk Management
RPA is not only a tool to improve productivity and efficiency. Although it can reduce or eliminate repetitive tasks that slow down business processes, while automation addresses this issue it is also implementing improved security and compliance measures, Thanks to improved cognitive abilities, RPA automates processes to mitigate security risks.
The introduction of attended robots allows users to find data and deliver it to employees when necessary. Relevant data is more easily retrieved making the process not only quicker but more relevant to the individual user. As a result, the information retrieved assists employees in making informed decisions that mitigate risk for errors.
Industries such as insurance, healthcare and finance can use RPAs to help them adhere to compliance regulations. Because tasks are closely monitored and recorded, organizations concerned about compliance issues can track data usage including the number of transactions processed and the detection of exceptions across all business units. As an effective auditing tool, crucial information is delivered to ensure you remain compliant with safeguarding processes in place.
Demand for Document Digitization
Protecting, storing and accessing data and documents will become streamlined processes with more organizations choosing to convert documents across all formats. Documents are scanned including standard paper files, large format drawings, microfilm, photographs, microfiche or mixed digital media and converted into digital formats. Once scanned, files are converted into easily searchable, storable and accessible formats using Optical Character Recognition. The technology extracts readable text from static images to index your files for instant retrieval.
Your organization can streamline business processes using automation tools. Efficiencies with workflow automation, content management and end-to-end software solutions will revolutionize 2020. This best in practice approach to content management, data security and digital transformation will speed up business processes, reduce storage and operational costs, and greatly improve the customer experience. As a result, process automation systems are a must for 2020 and beyond.